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عالعربية

User manual

Property & Rental Management

Every property, lease, rent cheque and maintenance job in one place, so the owner knows who has paid, who is late and which flat will be empty next month, with no notebook and no phone calls.

Know who paid and who is late, which lease is ending and which cheque falls due today, and send the owner's statement in one tap.

16 tasks 3 FAQs

What the system does

  • Owners, properties and units
  • Tenants and guarantors.
  • Leases
  • Collection
  • Maintenance for each unit,
  • Owner statement
  • Daily alerts
  • Reports

Tasks

How do I add a new property (building, complex, villa) and link it to an owner?

  1. From the sidebar, go to Property & rentals then select Properties.
  2. Click the New property (or Created) button to open the property creation window.
  3. Enter the Property name, and specify the Type (building, complex, villa, land).
  4. Select the Owner from the owners list, and set the property management commission percentage (e.g., 5% or 8%).
  5. Enter the City, District, detailed address, deed or plot number, and number of floors.
  6. Click Save.
Screen
Property & rentals › Properties
Permission needed
Property — Properties / Add

How do I add property units (apartment, shop, office) and set the rental value?

  1. From the sidebar, go to Units.
  2. Click the New unit button to open the entry window.
  3. Select the Property to which the unit belongs, and enter the Unit number or name (such as: Apartment 101, Shop No. 4).
  4. Specify the Unit type (apartment, shop, office, warehouse), floor number, and unit area in square meters.
  5. Specify the number of rooms and amenities, and enter the Estimated annual rent and the Service / maintenance fees amount.
  6. Make sure the unit status is Vacant, then click Save.
Screen
Property & rentals › Units
Permission needed
Property — Units / Add

How do I register a new tenant (individual or company)?

  1. From the sidebar, go to Tenants.
  2. Click the New tenant button to open the tenant addition window.
  3. Select the Type: Individual and enter the full name, National ID / Iqama number, and employer; or Company and enter the trade name, commercial registration number, and tax number.
  4. Enter the Phone, Email, and national address.
  5. Click Save.
Screen
Property & rentals › Tenants
Permission needed
Property — Tenants / Add

How do I create a new lease contract and set the payment frequency?

  1. From the sidebar, go to Leases.
  2. Click the New contract button to open the contract registration window.
  3. Select the Property unit (must be vacant), and select the Tenant.
  4. Specify the Lease start date and Lease end date (Gregorian or Hijri year).
  5. Enter the Annual rental value, and the Security deposit amount.
  6. Specify the Payment frequency: Monthly (12 installments), Quarterly (4 installments), Semi-annual (2 installments), or Annual (1 installment).
  7. Click Save; the system automatically generates the due installments schedule with dates, and the unit changes to "Reserved" status.
Screen
Property & rentals › Leases
Permission needed
Property — Leases / Add

How do I activate a lease contract after signing and receiving rent cheques?

  1. Open the saved contract in Draft status in the Leases screen.
  2. Ensure rent cheques data has been entered or the first rent installment has been recorded.
  3. Click the action button Activate lease.
  4. The contract status changes immediately to Active, the property unit automatically changes to Rented status, and due date alerts are activated.
Screen
Property & rentals › Leases
Permission needed
Property — Leases / Activate lease

How do I record receiving a security deposit and refunding it upon vacating?

  1. On the contract page in Leases, navigate to the deposit section.
  2. Upon contract signing, click the Receive deposit button to open the receipt window; enter the collected amount and receipt voucher, then click save.
  3. Upon contract expiration, unit vacating, and condition inspection, click the Return deposit button; the system allows deducting any damages or due utility bills from the deposit and paying out the remaining balance to the tenant.
Screen
Property & rentals › Leases
Permission needed
Property — Leases / Receive and return deposit

How do I record collecting a rent installment in cash or bank transfer and issue a payment receipt?

  1. From the sidebar, go to Due installments.
  2. Search for the installment due from the tenant and click the Collect payment button to open the receipt window.
  3. Enter the Amount collected (the system supports partial payments), select the Payment method (cash, bank transfer, CliQ, card), and reference number.
  4. Click Confirm; the system issues an official numbered receipt voucher, and you can click the Print payment receipt button to hand it to the tenant.
Screen
Property & rentals › Due Installments
Permission needed
Property — Installments & collection / Collect installments and register cheques

How do I record receiving post-dated rent cheques and track their clearance?

  1. From the sidebar, go to Cheques.
  2. Click the New cheque button to open the cheque addition window.
  3. Specify the lease contract, associated installment, drawer name, drawee bank, cheque number, amount, and due date.
  4. Cheques are listed in In safe status, and alerts appear for cheques maturing within the current week.
  5. When the cheque is deposited and cleared at the bank, click the Record cheque collection button to update the rental installment to Paid.
Screen
Property & rentals › Cheques
Permission needed
Property — Cheques / Edit

How do I handle a bounced cheque?

  1. In the Cheques screen, open the cheque rejected by the bank due to insufficient funds or signature error.
  2. Click the action button Bounced cheque.
  3. Note the reason for rejection and bank return fees if any.
  4. The system immediately reverts the rental installment status to Overdue, and it is listed under the overdue arrears list to notify the tenant and demand payment.
Screen
Property & rentals › Cheques
Permission needed
Property — Cheques / Edit

How do I renew an active or expired lease contract with adjusted rental value?

  1. Open the contract in the Leases screen.
  2. Click the action button Renew lease to open the renewal window.
  3. Specify the new contract term, and you can adjust the rental value up or down as agreed.
  4. Click Confirm renewal; the system creates a new contract linked to the previous term while generating the new payment schedule, and the previous contract status changes to "Renewed".
Screen
Property & rentals › Leases
Permission needed
Property — Leases / Renew lease

How do I terminate a lease contract early and settle dues?

  1. In the Leases screen, open the active contract to be terminated.
  2. Click the action button End lease early to open the settlement window.
  3. Specify the Actual vacating date and reason for termination.
  4. The system calculates the rent actually due up to the vacating date and matches it against settled payments to determine the difference (amount owed by tenant or credit balance to be refunded).
  5. Click Confirm completion; the property unit returns to Vacant status again.
Screen
Property & rentals › Leases
Permission needed
Property — Leases / End lease early

How do I submit a maintenance request for a property unit and track its costs?

  1. From the sidebar, go to Maintenance.
  2. Click the New maintenance request button to open the request window.
  3. Select the property and affected unit, and write a description of the issue (plumbing, electrical, HVAC, insulation).
  4. Select the maintenance contractor along with estimated and actual costs.
  5. In the Cost bearer field, specify whether maintenance is:
  • On owner: deducted later from the owner's rental account statement.
  • On tenant: added as an outstanding maintenance invoice due from the tenant.
  1. After maintenance is completed, click the Close order button.
Screen
Property & rentals › Maintenance
Permission needed
Property — Maintenance / Add

How do I prepare the owner's periodic statement and calculate management commission?

  1. From the sidebar, go to Owner statements.
  2. Click the New statement button to open the statement window.
  3. Select the Owner and specify the statement period (month or quarter).
  4. The system automatically aggregates:
  • Total rents actually collected from the owner's units during the period.
  • Deducts the agreed Property management commission percentage.
  • Deducts any approved Maintenance invoices charged to the owner's account.
  • Displays the Net amount payable to owner.
  1. Click the Approve statement button.
Screen
Property & rentals › Owner Statements
Permission needed
Property — Owner statements / Add

How do I record transferring net rental proceeds to the owner's bank account?

  1. In the Owner statements screen, open the approved statement.
  2. Click the action button Record transfer to owner to open the disbursement window.
  3. Enter the bank transfer reference number, transfer date, and issuing bank.
  4. Click Confirm; the statement changes to Paid, and the system posts the bank disbursement entry in accounting to settle the owner's dues.
Screen
Property & rentals › Owner Statements
Permission needed
Property — Owner statements / Record owner transfer

How do I track occupancy rates and arrears in property reports?

  1. From the sidebar, go to Property reports.
  2. The screen displays the property KPIs dashboard:
  • Total occupancy rate for each property and number of vacant units eligible for lease.
  • Arrears and aging report: showing overdue amounts for each tenant and number of days.
  • Expected cash flow schedule: based on installment and cheque due dates.
  • Contracts nearing expiration within 30 and 60 days to initiate renewal procedures with tenants.
Screen
Property & rentals › Property reports
Permission needed
Property — Reports / View

How do I print lease contracts and payment receipts in PDF format?

  1. Open the active contract in the Leases screen.
  2. Click the action button Print contract (PDF) at the top of the page.
  3. The system generates an official formatted copy of the lease contract including lessor, tenant, unit, value, payment schedule, and general terms ready for signing.
  4. Similarly in the Payment receipts screen, click the Print button to produce the rent receipt voucher stamped with the company seal.
Screen
Property & rentals › Leases
Permission needed
Property — Leases / View

Frequently asked questions

Why does the message "Unit is occupied and cannot be rented" appear?

The system prevents opening a new lease contract for a unit whose status is shown as Rented or Under maintenance to avoid double leasing of the same property. You must ensure that the previous tenant's lease has ended or maintenance work has finished and change the unit status to "Vacant" before creating the contract.

Screen
Property & rentals › Leases
Permission needed
Property — Leases / Add
Why does the system prevent activating a lease contract?

To safeguard the rights of the owner and property management office, the system requires that a lease contract cannot be transitioned to "Active" status and keys handed over until the payment method for the first rental installment (cheque or cash/transfer receipt voucher) has been recorded; ensuring the unit is not occupied without financial guarantee.

Screen
Property & rentals › Leases
Permission needed
Property — Leases / Activate lease
Why does the message "Cannot terminate contract with overdue unpaid rent installments" appear?

To protect owner funds, the system prevents the final closure of a contract if there are rental installments past due that have not been settled; the system requires collecting overdue amounts first or executing a settlement and deducting them from the security deposit before officially closing the tenant's file.

Screen
Property & rentals › Leases
Permission needed
Property — Leases / End lease early

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